Administrative Assistant, Tanzania

Location: Tanzania

Reports to: Administrative Officer

Contract duration: 12 months (with possible extension)

Salary: Highly competitive within Tanzanian NGO market rates

Application instructions: Candidates should send their CV and a covering letter (PDF or Microsoft Word format) which outlines their experience and suitability for the role in English to tzrecruitment@tz.bbcmediaaction.org, with the name of the position applied for in the subject line by end of Friday 20 December, 2013.

Please do not send certificates or other attachments. Applicants with no separate covering letter will not be considered. Please only apply if you meet the basic criteria under the person specification.

This is a local post applicable to people who have the legal right to live and work in Tanzania.

Only shortlisted candidates will be notified.

Application deadline: Friday 20 December 2013

Job purpose:

The Administrative Assistant will be responsible for supporting all aspects of office administration functions of the BBC Media Action in Tanzania, including logistics and health and safety.

Main Duties

General Office Administration

• Ensuring the smooth administration of the BBC Media Action office

• Meet and greet of visitors.

• Management of the Country Director’s Diary

• Supporting the Administrative Officer in maintaining the administration filing system

• Provide support in vehicle management in the absence of the Administrative Officer.

• Update staff whereabouts sheet and share with it with the local and London based staff and office members on a weekly basis.

• Receive, disseminate, send and file all paper-based correspondence coming in and out of the office

• Secretarial duties including, photocopying and typing as and when required.

• Assist the Administrative Officer in getting quotations on various procurements

• Liaise with Admin Officer to ensure that electricity, telephone bills, water bills are paid by 15th of each month

• Make and receive official phone call and direct them accordingly

• Manage office stationery store and keep an up to date record of incoming and outgoing stationery and ensure that the office stationery store is replenished accordingly.

Logistics

• Make hotel and travel bookings for visitors, project staffs and participants

• Work closely with the Program Assistants and Production Coordinator on workshops and trainings arrangements

• Invite staff, collect agendas, taking notes and share minutes of all office meetings

• Any other duties as directed by Line Manager.

• Arrange for staff/visitors airport pick up and drop off

Health and Safety

• Working with Administrative Officer \to support in Health & Safety issues in all BBC Media Action properties in Tanzania and – in conjunction with BBC safety officers in London – ensure best practice and compliance with BBC guidelines.

• To ensure that staff follow proper safety protocol when travelling up country including risk assessments

• Any other duties as advised by the line Manager

Required knowledge, skills and experience

• Proven experience in managing logistical and administrative functions

• Fluency in English and Swahili.

• Good interpersonal skills to establish effective working relationships with all staff within the Media Action and key stakeholders externally.

• Able to communicate effectively at all levels within the organisation, including relevant staff working for the BBC in the UK.

• Excellent IT skills with experience of operating computer-based financial management systems. Competent to advanced level in Microsoft Excel.

• Willingness and ability to take the initiative not only in identifying problems but also in suggesting and implementing solutions.

• An eye for detail and a concern for accuracy, together with the ability to keep sight of the broad picture.

Key competencies

The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies.

• Planning and Organisation – Is able to think ahead in order to establish an efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.

• Resilience – Can maintain personal effectiveness by managing own emotions in the face of pressure, setbacks or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.

• Decision Making – Is ready and able to take the initiative, originate action and be responsible for the consequences of the decision made.

• Influencing and Persuading – Ability to present sound and well-reasoned arguments to convince others. Can draw from a range of strategies to persuade people in a way that results in agreement or behaviour change.

• Communication – The ability to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.

• Managing relationships – Able to build and maintain effective working relationships with a range of people.

• Self-Development – Is able to identify and apply opportunities for learning and development.